DYNASTY HALL BOOKING AND RESERVATION POLICY

BOOKING AND RESERVATION POLICY

Booking

Booking requests can be made through our website, by sending us an email or by calling us. All bookings are subject to availability and will only be confirmed upon receipt of payment and signed contract. Once your reservation payment is received, you will receive a confirmation email outlining the details of your booking, including the date, time. A copy of our contract and invoices for any additional services selected will also be sent before your event.

Here is how we categorize our offerings:

• Special Decoration Request 
• Event photography
• After-Event Cleaning
• Live Streaming

1. Earliest and Minimum Booking Time:

Bookings can be made up to 6 months in advance of your event date. We recommend booking as early as possible to secure your preferred date. The minimum booking time required is 72 hours before the event date, subject to availability of the space and event requirements. Any bookings made within this minimum timeframe cannot be rescheduled and must be paid in full, and there are no refunds for cancellations or a no-show.

2. Booking Deposits

To secure your event date, a deposit is required. This deposit is only refundable if cancellation is initiated within 24 hours of booking, else the deposit can be applied as credit for future event date, as stated in our rescheduling policy. This deposit will be applied toward your final balance. Balance payment for decor, photography, other than the space must be made by the stated last payment date the invoice; otherwise, a late payment fee may will be charged. Payment for customized items must be paid in full when the items are requested.  Payments for customized items are not refundable

3. Cancellation Timeline and Refunds:

Event cancellation must be done in writing by email to the email address in your order confirmation. All cancellations within 24 hours of booking the space (space only) are fully refundable, except where booking is done 30 days or less before the event, in which case no refunds are issued. Deposit is NOT REFUNDABLE if cancellations is requested after 24 hours of booking. Payments for customized items are generally not refundable.

4. Booking Rescheduling:

You may request changes to your booking (e.g., date, time, event details) up to 72 hours before the scheduled event, subject to availability of the space, personnel, and event details. All amendment requests must be submitted in writing by email to the email address from which you received booking confirmation and are subject to availability. Rescheduling is only allowed one time, and the new date cannot be more than 60 days from the original booked date.

If you need to change your event date, we will do our best to accommodate your request. However, date changes are subject to availability and may require an additional fee.

Any changes to the event details (e.g., guest count, setup requirements) must be communicated to us at least 72 hours in advance. Significant changes may attract additional fees.

Rescheduling request received less than 72 hours to your event may not be honored.

5. No-Show and Late Start Policy:

In the event of a no-show on the day and booked time period of the event, all payments will be forfeited, and no refund will be issued. No time will be extended for showing up late for your booked event.

6. Security Deposit  

If a security deposit is required at the point of booking, you will be notified within 7 days after the event. If any deductions are necessary due to a damage, a detailed explanation of the charges and invoice will be issued for additional charges, which should be paid immediately. We will send several reminders of outstanding payments. Unpaid damage charges will be taken to collection, if payment is not received after 90 days. 

Event Timing Policy

Event Duration:

The agreed-upon event time includes setup, the event itself, and breakdown/cleanup. Additional setup or breakdown time must be arranged in advance and may incur additional fees. The event must begin and end at the times specified in your contract. Any request to extend the event duration must be made at least 72 hours before the event and may be subject to availability and additional charges.

Overtime Fees:

If the event exceeds the contracted end time without prior arrangement, an overtime fee of $300 per hour will be charged. If no refundable security deposit was charged to book the space, an invoice will be issued for the amount due.

Access to Venue:

Clients, vendors, and guests will be allowed access to the venue at the start time specified in the booking. Booking must include setup and breakdown/cleanup time. The venue must be vacated not later than the end time specified in the booking. Additional charges may apply if the venue is not vacated on time.

Early Access/Late Departure: 

Requests for early access or late departure must be made at the time of booking or no later than 72 hours before the event. Approval is subject to availability and may incur additional fees.

Decor, External Services and Setup Policies

Guidelines for Decorations:

We encourage you to use our decoration service. You are also welcome to decorate the event space to suit your needs; however, all decorations must comply with our guidelines.

The use of open flames, including candles, is strictly prohibited unless otherwise approved by venue management.

Confetti, glitter, and similar items that are difficult to clean are not permitted, unless you guarantee to clean them up after your event

Balloons must be securely anchored on a base to prevent them from floating to the ceiling.

Restrictions on Affixing Decorations:

No nails, tacks, staples, or adhesives are allowed on our walls, floors, ceilings, or fixtures.

Any hanging decor must be approved by venue management and installed using venue-approved methods.

Any damage caused by decorations will result in charges for dames.

Furniture Rearrangement and setup:

Clients may rearrange furniture within the venue, but all items must be returned to their original positions at the end of the event.

Any heavy or large furniture must be moved by venue staff or approved personnel to avoid damage.  

Catering, Food Service and Alcohol Policy

Bringing in Outside Caterers:

Clients are welcome to use outside caterers, and completely the responsibility for liabilities arising from food serving and consumption. However, we may request a proof of liability insurance before the event when necessary.

The caterer must adhere to all venue rules and regulations, including cleanup responsibilities.

Food and Beverage Service Requirements:

All food and beverages must be served in designated areas to prevent damage to the venue’s flooring and furniture.

Clients must ensure that all food service complies with local health and safety regulations.

Food & Drink Area:
Consumption of food and beverages is strictly limited to the main event hall. No food or drink is allowed in any of the studio rooms, reception area, or hallways. This helps us maintain a clean and professional environment for all clients and protect our multimedia equipment and furnishings from damage.

Alcohol Service Policies:

If alcohol is to be served, you must obtain the required banquet, banquet special event, or mixed beverage special event license from the Virginia Department of Alcoholic and Beverage Control: Special Event Licenses. Please apply as soon as possible. The permit must be submitted to us at least 7 days before the event. We reserve the right to cancel the event without refunds if the necessary licenses are not submitted before the event.

The venue reserves the right to limit the types and quantities of alcohol served. 

All alcohol service must end 30 minutes before the scheduled end time of the event to ensure safe guest departures.

Additional Security Requirements:

If alcohol is being served, the venue may require the client to hire additional security personnel. The number of security staff required will be determined based on the size of the event and the amount of alcohol being served.

The client is responsible for ensuring that all guests consuming alcohol are of legal drinking age. The venue reserves the right to request identification from any guest and to refuse service to anyone who cannot provide valid proof of age.

We encourage contracting a bartender. You may contact us for our approved vendors.

Noise and Music Policy

Music and amplified sound must be kept at a reasonable volume to avoid disturbing neighboring businesses and residents. The venue reserves the right to request that the volume be lowered if it exceeds acceptable levels. If you are using our sound service with our sound engineers, we will regulate the volume to the appropriate level.  

Curfew or Time Limits on Loud Music:

All loud music must cease by 11:00 PM unless otherwise agreed with venue management.

Events that run past these times may be subject to additional fees or penalties.

Parking and Transportation Policy

The venue provides parking spaces for clients and their guests on a first-come, first-served basis. If additional parking is required, the venue will provide information on parking options upon request.

Restrictions on Parking in Unauthorized Areas:

Parking is only permitted in designated areas. Vehicles parked in unauthorized areas, including fire lanes or reserved spots, may be towed at the owner’s expense.

The venue is not responsible for any damages, theft, or towing fees associated with vehicles parked on or near the premises.

Guest Count Policy

The final guest count must be confirmed no later than 72 hours prior to the event date. This confirmed number will be used to finalize arrangements and staffing levels.

If the actual number of guests exceeds the confirmed count, the client may be subject to additional charges or penalties.

Exceeding Capacity:

Under no circumstances may the total number of guests exceed the maximum capacity of the venue. If this occurs, the event may be immediately terminated for safety reasons, and no refunds will be issued.

The client is responsible for ensuring that all guests are accounted for and that the guest count is accurate and within the allowed capacity.

Cleaning and Damage Policy

The client is responsible for ensuring that the venue is left in a clean and orderly condition after the event. This includes the removal of all external decorations, vendor equipment, and personal items. Trash must be placed in designated waste receptacles, and all food and beverage waste must be properly disposed of, except when a cleaning fee has been paid.

Excessive Cleaning:

If the venue requires cleaning beyond normal wear and tear from usage, an additional cleaning fee will be charged to the client. If the fee is not covered by your security deposit or no security deposit was required to book the venue, you will receive an invoice for the additional amount due. 

Examples of excessive cleaning include, but are not limited to:

• Large amounts of trash left behind (e.g., food waste, decorations, bottles, confetti)
• Spills or stains on floors, walls, furniture, or linens
• Damage or residue from adhesives, tape, or décor left on walls or fixtures
• Overflowing trash bins or unbagged garbage scattered around the venue
• Food or drinks spilled and not cleaned up, especially on furniture or carpets
• Bathrooms left in unsanitary conditions beyond typical use
• Glitter, balloons, or decor materials requiring deep cleaning or special equipment

Damage to Venue:

Any damage to the venue, its furnishings, or equipment caused by the client, their guests, or vendors will be assessed and billed to the client. The cost of repairs or replacements with any additional costs billed directly to the client. 

We will send several notifications and reminders about the invoice issued for damages, using the means of contact you share with us. If no response is received or a payment arrangement made after 90 days of sending the invoice for damages, we may engage the service of debt collectors to collect the amount due.

The client is encouraged to conduct a walkthrough of the venue before and after the event to document its condition.

Event Liability and Insurance Policy

Liability Insurance:

The venue is not responsible for any personal injury, loss, or damage to personal property during the event. The client assumes all responsibility and liability for their guests and vendors.

Indemnification Clause:

The client agrees to indemnify and hold harmless Dinastia LLC, doing business as Dinastia Studios and Spaces, its owners, employees, and agents from any and all claims, damages, or expenses arising out of or related to the event, and resulting from the client’s use of the venue, including but not limited to injuries, accidents, or damages to property.

Emergency and Safety Policy

In the event of an emergency, such as a fire, medical emergency, or other incident, please call 911 immediately. The venue staff will also follow established emergency protocols. The client and their guests must comply with all instructions from venue staff and emergency personnel.

The location of emergency exits, fire extinguishers, and first aid kits will be pointed out to the client during the pre-event walkthrough. 

Security Requirements:

Depending on the nature of the event, the venue may require additional security personnel. The need for and the number of security staff will be determined by the venue management, and the cost will be billed to the client.

All security personnel must possess licenses to operate in the state of Virginia, and such licenses must be shared with us.

Safety Equipment:

The venue is equipped with basic safety equipment, including fire extinguishers, emergency lighting, and first aid kits. Clients are encouraged to familiarize themselves with the location and use of these equipment.

Any additional safety measures required for the event, such as temporary barriers or additional fire extinguishers, must be arranged by the client and approved by the venue management.

Security Camera:

Our spaces are monitored by 24-hour surveillance camera and cannot be disabled, except required by law enforcement. If required for legal reasons, we are obliged to make recordings available to law enforcement officials.

Children & Supervision Policy:
All children must be supervised by an adult at all times while on the premises. Running, rough play, or unsupervised movement through studio rooms, hallways, or reception areas is not permitted. For their safety and the protection of our equipment and furnishings, we kindly ask that children remain within the designated event space under responsible care.

 Smoking and Drug Policy

To ensure a safe and enjoyable environment for all guests, our venue maintains a strict policy regarding smoking and the use of drugs on the premises.

Smoking:

Smoking is strictly prohibited inside the venue, including restrooms, hallways, and any indoor spaces. Failure to comply with the smoking policy may result in additional cleaning fees and/or immediate termination of the event without a refund.

Drug Use:

The use, possession, or distribution of illegal drugs is strictly prohibited on the premises. Any violation of this policy will result in the immediate termination of the event, the removal of individuals involved, and notification of law enforcement authorities if necessary. The client is responsible for ensuring that all guests comply with this policy. Non-compliance may lead to forfeiture additional penalties, including the involvement of law enforcement.

Intellectual Property

Copyright Ownership.  In the event that any copyrighted work(s) are created as a result of the Services provided by Dinastia Studios and Spaces in accordance with this Agreement, we own all copyrights in any and all work(s) we create or produce pursuant to federal copyright law (Title 17, Chapter 2, Section 201-02 of the United States Code), whether registered or unregistered. Any and all products, whether tangible or intangible, produced or created in connection with, or in the process of fulfilling this Agreement, are expressly and solely owned by Dinastia Studios and Spaces and may be used in the reasonable course of Provider business.

Permitted Uses of Digital Product(s). We grant to Client a non-exclusive license of product(s) produced with and for Client for personal and commercial use. 

Personal use includes, but is not limited to, use within the following contexts:

• In photos on Client’s personal social media pages or profiles; or
• In personal creations, such as a scrapbook or personal gift; or
• In personal communications, such as a family newsletter or email or holiday card.

Commercial use includes, but is not limited to, use within the following contexts:

• Product and service advertisement; or
• Product and services listing on online marketplace and platforms ; or
• In corporate communications, such as a email or holiday card.

 

Artistic Release for Decor and Other Creative Services 

Style. Client has spent a satisfactory amount of time reviewing Provider’s work and has a reasonable expectation that Provider will perform the Services in a similar manner and style unless otherwise specified in this Agreement.

Consistency. Provider will use reasonable efforts to ensure Client’s desired Services are produced in a style and manner consistent with Provider current portfolio and Provider will try to incorporate any reasonable suggestion made by Client. However, Client understands and agrees that:

Every client is different, with different tastes, budgets, and needs;

Provider services are often a subjective art and Provider has a unique vision, with an ever-evolving style and technique;

Provider will use its artistic judgment when providing Services for Client, which may not include strict adherence to Client’s suggestions;

Although Provider will use reasonable efforts to incorporate Client’s suggestions and desires when providing Client with the Services, Provider shall have final say regarding the aesthetic judgment and artistic quality of the Services;

Dissatisfaction with Provider’s aesthetic judgment or artistic ability are not valid reasons for termination of this Agreement or request of any monies returned.

Privacy and Confidentiality Policy Summary

We respect the privacy of our clients and are committed to protecting their personal information and event details. This policy outlines how we handle client data and confidentiality.

Client Data:

Personal information provided by clients, including contact details and payment information, will be used solely for the purposes of managing their booking and providing our services.

We will not share, sell, or disclose client information to third parties without explicit consent, except as required by law.

Event Confidentiality:

All details of the event, including guest lists, schedules, and any sensitive information, will be kept confidential and will not be disclosed to unauthorized parties.

For high-profile or sensitive events, a non-disclosure agreement (NDA) may be signed by both the client and the venue to ensure confidentiality.

Use of Event Photos and Videos:

We may use photos or videos of the event for promotional purposes, including social media, our website, and marketing materials. Clients have the right to decline the use of their event images for such purposes, when requested, or request that we remove such published content from our public platforms.

Please see our extended privacy policy here

Force Majeure Policy

This policy outlines the procedures and terms applicable if an event is disrupted or canceled due to circumstances beyond the control of either party, known as force majeure events.

Definition of Force Majeure:

Force majeure events include, but are not limited to, natural disasters (e.g., earthquakes, floods, hurricanes), pandemics, war, terrorism, government regulations, and any other events that are unforeseeable and prevent the fulfillment of the contract.

Rescheduling or Cancellation:

If a force majeure event occurs, the client may reschedule the event to a mutually agreed-upon date without penalty, subject to venue availability.

If rescheduling is not possible, the client may cancel the event, and any deposits or payments made, excluding the non-refundable booking deposits,  will be refunded, less any non-recoverable costs incurred by the venue.

Limitation of Liability:

The venue is not liable for any direct or indirect losses, damages, or delays caused by a force majeure event.

The client acknowledges that in the case of a force majeure event, the venue’s obligation is limited to providing a rescheduled event date or a refund as outlined above.

 

Appropriate Conduct/ Safe Working Environment.

Project: 

The Client(s) expressly agree(s) to take best efforts to provide the Provider and Provider’s staff with safe and appropriate working conditions and professional relationship. In the event of circumstances deemed by either Provider or a bystander to present a threat or implied threat of injury or harm or unprofessional, harassing language or behavior to Provider’s staff or equipment, the Provider reserves the right to cancel all services remaining under this Agreement and leave, if performing services on-location. 

The Client(s) shall be responsible for payment in full, regardless of whether the situation is resolved or whether [Provider] resumes work detailed in this Agreement. At the Provider’s discretion, the Provider may enact a three-strike policy. 

Three-Strike Policy.

After the first offense, the Provider will make reasonable efforts to notify the Client(s) or a responsible party. If the Client(s) is/are able to respond to the threatening situation in a reasonable amount of time (maximum of 15 minutes), Provider shall resume work in accordance with the original terms of this Agreement. If the threatening behavior occurs for a second time, the Client(s) will agree to remove the offending person for the remainder of the project. If the behavior occurs a third time, the Provider will immediately leave the project. If the Provider leaves the project early due to any offending behavior, the Client(s) expressly agree to relieve and hold Provider harmless as a result of incomplete project coverage, or for a lapse in the quality of the Provider’s work, and the Client(s) shall be responsible for payment in full. 

Termination of Agreement Policy

Client-Initiated Termination:

Termination of this agreement is same as cancellation of your booking. The client may terminate the agreement by providing written notice to the venue by email. Please check Cancellation Timeline and Refunds for details of refunds upon termination of agreement (cancellation).

Venue-Initiated Termination:

The venue reserves the right to terminate the agreement if the client breaches any of the terms and conditions outlined in this policy or if the venue becomes unavailable due to unforeseen circumstances.

In the case of venue-initiated termination due to a breach by the client, all payments made by the client will be forfeited.

If the venue terminates the agreement due to circumstances outside the client’s control, the client will receive a full refund of any payments made.

Mutual Termination:

Both parties may agree to terminate the agreement by mutual consent. In such cases, terms of refund or retention of payments will be agreed upon by both parties at the time of termination.

Notice of Termination:

All notices of termination must be provided in writing and delivered via email  to the appropriate contact as specified in this agreement. The notice of cancellation from the client must be sent to the email address from which the client received booking confirmation.

Terms of Agreement:

By securing a booking with our venue, you agree to adhere to all our policies and procedures, including but not limited to payment terms, cancellation policies, and event guidelines.

We reserve the right to adjust our policies and fees at any time. Any changes will be communicated to you in writing and will not affect bookings already confirmed.

General Provisions

Governing Law. The laws of Virginia govern all matters arising out of or relating to this Agreement, including torts.

Severability. If any portion of this Agreement is deemed to be illegal or unenforceable, the remaining provisions of this Agreement remain in full force.